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How to Fix Orders Not Marked as Paid in QuickBooks from Webgility Desktop

This articles helps Webgility Desktop users with the steps to resolve issues where orders do not appear as “Paid” in QuickBooks Desktop Enterprise after downloading from the sales platform. The problem is commonly caused by incorrect order posting settings. Proper configuration ensures that orders marked as “Paid” in the order download settings correctly reflect their status in QuickBooks Desktop Enterprise, preventing invoice and reconciliation errors.

Overview

This guide outlines the steps you can follow to resolve cases where orders are not showing as 'Paid' in QuickBooks after syncing. The issue is commonly caused by incorrect order posting settings in the integration platform.

Proper configuration ensures orders marked as "Paid" in the sales platform reflect the correct status in QuickBooks, avoiding invoice and reconciliation errors.

Common Cause

Orders that are completed or paid in the sales platform may appear as "Unpaid" or "Open" in QuickBooks due to:

  • Misconfigured posting rules

  • Improper settings for posting based on Payment Method

Step-by-Step Troubleshooting

1. Verify QuickBooks Integration Settings

  • Log in to the admin portal of the integration platform (e.g., Webgility, Connex, etc.).

  • Go to:
    Connections > Accounting/POS > Sync Settings

  • Review the Order Posting configuration:

    • Ensure that the setting to post paid orders as “Paid Invoice” is enabled.

    • Confirm proper posting rule is set based on payment method.

2. Inspect Orders in the Download Queue

  • Navigate to

  • Identify any affected orders.

    • Note whether they are marked incorrectly in QuickBooks (e.g., “Unpaid”).

    • Cross-check the original payment status in the sales platform.

3. Update Posting Settings

  • Modify the Order Posting Rule to ensure 'Paid' orders are posted correctly.

  • Save and apply the updated configuration.

4. Test with a Sample Order

  • Trigger a manual sync or download:

    • Select a recent order marked as paid in the source platform.

    • Repost the order to QuickBooks using the integration.

  • In QuickBooks, confirm that the order appears as paid.

5. Provide Help Resources